Admin Assistant
Venesky-Brown’s client, a public sector organisation in Armagh, is currently looking to recruit an Admin Assistant for an initial 4 month contract on a rate of £12.31/hour PAYE – working 37.5 hours per week. This role will be based in Armagh.
Responsibilities:
– Operate and maintain the dedicated Water Safety database.
– Create and maintain a database for the tracking and closing off of all faults/repairs/actions arising from compliance reports, providing a variety of reports for the Compliance Manager as and when required.
– Compile and record all actions required as a result of water reports/water monitoring reports, redirecting appropriately i.e. Head of Service, IPCT, Compliance Manager, contractor for information and action. Direct those requiring Minor Works requests, Capital funding etc. to appropriate personnel.
– Act as first point of contact for all emergency/urgent water results, insuring the appropriate P&T Officer is informed as required in a timely manner.
– Identify temperature issues on the Monthly Ionization spreadsheet and send to the relevant Operations Officer for action.
– Run appropriate MICAD/web based monitoring system reports in preparation for Heads of Service monthly staff meetings.
– Monitor the web based reporting system for water monitoring, initiate actions by providing first line reports of incidents to Estates P&T staff and IPCT staff.
– Initiate/create job requisitions for repairs/actions required/detailed on reports, risk assessments etc.
– Operate MICAD and the BSTP finance system for requisitions and the receipt and processing of invoices for payment in respect of water systems and faults/actions arising from compliance reports, risk assessments etc.
– Prepare documentation and bespoke excel reports in relation to water safety, water monitoring and out of spec results and trends on water results.
– Provide water reports for Clinical Heads of Service for RQIA, IR1 and management reports.
– Assist with the preparation of annual action plans for water systems.
– Provide feedback on the operation of policies and procedures, proposing changes where necessary for the efficient and effective operation of these processes.
– Update SharePoint and water spreadsheet daily following interpretation of water reports.
– Input/delete and modify information on Compliance Software system. Liaise with software provider to provide resolutions to faults/problems with system. Download and provide reports when requested by Estates Officers/Managers. Utilise suitable software for printing of labels for plant and equipment relating to Estate Compliance.
– Access the relevant external business provider websites and systems to download results/reports relating to organisation-wide Estate Services compliance e.g. My Building Records.
– Assist with Estate Services Annual Reports and audit requests relating to compliance department.
– Provide temporary cover for other Compliance Admin roles including Engineering Inspections, Insurance Inspections etc. when required.
– Maintain effective communications in writing, by telephone or in person and maintain and develop close working relationships with Estates P&T staff, organisational staff/Service Users at all levels, contractors and Statutory bodies e.g. RQIA etc., escalating issues to the Compliance Manager which may impact upon the efficiency of the service.
– Update and maintain filing systems for compliance data including reports, drawings, results etc. ensuring accurate and up-to-date records are accessible to appropriate personnel.
– Undertake a range of administrative duties including personally dealing with routine items.
– Provide cover for other Admin posts when required.
– Prioritise workload in accordance with expected outcomes.
– Continually strive to improve quality standards and procedures within area of responsibility contributing to the on-going desire to improve delivery of services.
– Any other duties as may be assigned from time to time.
Essential Skills:
– 4 GCSEs at Grades A-C including English Language AND 1 years’ experience in a clerical / administrative role OR 2 years’ experience in a clerical / administrative role.
– Experience in the use of Microsoft office products including Word, Excel, or equivalent.
– Ability to work as part of a team.
– Ability to use own initiative.
– Good organisational skills with an ability to prioritise own workload.
– Effective communication skills to meet the needs of the post in full.
– Be able to deal with sensitive and confidential issues with tact and diplomacy.
– Positive attitude to change and ability to be flexible in approach.
If you would like to hear more about this opportunity please get in touch.
Responsibilities:
– Operate and maintain the dedicated Water Safety database.
– Create and maintain a database for the tracking and closing off of all faults/repairs/actions arising from compliance reports, providing a variety of reports for the Compliance Manager as and when required.
– Compile and record all actions required as a result of water reports/water monitoring reports, redirecting appropriately i.e. Head of Service, IPCT, Compliance Manager, contractor for information and action. Direct those requiring Minor Works requests, Capital funding etc. to appropriate personnel.
– Act as first point of contact for all emergency/urgent water results, insuring the appropriate P&T Officer is informed as required in a timely manner.
– Identify temperature issues on the Monthly Ionization spreadsheet and send to the relevant Operations Officer for action.
– Run appropriate MICAD/web based monitoring system reports in preparation for Heads of Service monthly staff meetings.
– Monitor the web based reporting system for water monitoring, initiate actions by providing first line reports of incidents to Estates P&T staff and IPCT staff.
– Initiate/create job requisitions for repairs/actions required/detailed on reports, risk assessments etc.
– Operate MICAD and the BSTP finance system for requisitions and the receipt and processing of invoices for payment in respect of water systems and faults/actions arising from compliance reports, risk assessments etc.
– Prepare documentation and bespoke excel reports in relation to water safety, water monitoring and out of spec results and trends on water results.
– Provide water reports for Clinical Heads of Service for RQIA, IR1 and management reports.
– Assist with the preparation of annual action plans for water systems.
– Provide feedback on the operation of policies and procedures, proposing changes where necessary for the efficient and effective operation of these processes.
– Update SharePoint and water spreadsheet daily following interpretation of water reports.
– Input/delete and modify information on Compliance Software system. Liaise with software provider to provide resolutions to faults/problems with system. Download and provide reports when requested by Estates Officers/Managers. Utilise suitable software for printing of labels for plant and equipment relating to Estate Compliance.
– Access the relevant external business provider websites and systems to download results/reports relating to organisation-wide Estate Services compliance e.g. My Building Records.
– Assist with Estate Services Annual Reports and audit requests relating to compliance department.
– Provide temporary cover for other Compliance Admin roles including Engineering Inspections, Insurance Inspections etc. when required.
– Maintain effective communications in writing, by telephone or in person and maintain and develop close working relationships with Estates P&T staff, organisational staff/Service Users at all levels, contractors and Statutory bodies e.g. RQIA etc., escalating issues to the Compliance Manager which may impact upon the efficiency of the service.
– Update and maintain filing systems for compliance data including reports, drawings, results etc. ensuring accurate and up-to-date records are accessible to appropriate personnel.
– Undertake a range of administrative duties including personally dealing with routine items.
– Provide cover for other Admin posts when required.
– Prioritise workload in accordance with expected outcomes.
– Continually strive to improve quality standards and procedures within area of responsibility contributing to the on-going desire to improve delivery of services.
– Any other duties as may be assigned from time to time.
Essential Skills:
– 4 GCSEs at Grades A-C including English Language AND 1 years’ experience in a clerical / administrative role OR 2 years’ experience in a clerical / administrative role.
– Experience in the use of Microsoft office products including Word, Excel, or equivalent.
– Ability to work as part of a team.
– Ability to use own initiative.
– Good organisational skills with an ability to prioritise own workload.
– Effective communication skills to meet the needs of the post in full.
– Be able to deal with sensitive and confidential issues with tact and diplomacy.
– Positive attitude to change and ability to be flexible in approach.
If you would like to hear more about this opportunity please get in touch.
